Blog Post
When was the last time you considered how your institution is handling Family Education Rights and Privacy Act (FERPA) compliance? You know how important it is to keep your students’ data secure and protected, but things change fast for higher education institutions, and FERPA regulations are something you don’t want to slip through the cracks.
So, how can you keep your institution on top of FERPA regulations and ensure your data is only accessible to the right people? Here are three ways you can ensure your institution is always compliant in protecting your students’ records.
Keep and Communicate a Clear Policy
For your administrative team to succeed at FERPA compliance, they'll need to know what FERPA is, why they need to know it, and how their understanding of FERPA impacts the institution. Creating a clear policy outlining the most important parts of FERPA compliance can be a huge help for your team.
Alongside educating your staff on FERPA regulations and how they can do their part, you will also need an outward-facing policy for students, parents, and third parties. Parents need to know what they can and cannot access, third parties need to be advised of what they can and cannot ask, and students need to feel confident knowing what is and isn't available for their privacy. By outlining your FERPA policy for everyone to see, you can offer transparent, digestible information that eliminates questions and gives everyone peace of mind on where your institution stands and how you remain FERPA compliant.Secure the Data
One of the main points of FERPA is to protect student data and ensure the wrong people aren't getting students' private information into their hands. For that, though, your institution will need to establish FERPA-compliant data storage and access precautions. Some ways you can enhance security for your student information are:
- Controlled access to student information, including role-based access, encryption, or permissions
- Regular audits and data monitoring to ensure nothing slips through the cracks
- Maintaining an established process for FERPA requests that ensures staff can handle requests within the 45-day requirement
Watching Out for FERPA Violations
Things may happen, and people make mistakes. Staying alert about potential FERPA violations like disclosing information to parents without student consent or denying student record requests to eligible parties can ensure your institution is prepared to address problems right away. By immediately discovering problems and promptly resolving them, you can continue to offer a secure and trustworthy experience to your students.
FERPA compliance is not something to scoff at. By understanding and preparing ways to consider FERPA at your institution, you can build a trusting, secure relationship with your students, staff, parents, and third parties.
Want to learn more about FERPA and how it affects your campus? Explore CampusGuard’s FERPA course to take a deeper dive into what FERPA is and how you can navigate it, or contact us.
Author: Nelnet Campus Commerce
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